Comparing File Collaboration and Search Features: SharePoint vs. Microsoft Teams
Introduction
Microsoft Teams provides a unified platform for end users to collaborate on files stored within SharePoint. However, there are notable differences between the two platforms that can influence your decision on when to use SharePoint and when to use Teams.
Search Functionality
Contextual Search
Contextual search on libraries does not exist within Teams, while SharePoint offers richer contextual search at library, site, organization, and hub levels.
Issue with Results from Shared Channels
There is an issue searching contents within shared channels where the shared channel name is shown as Mock Team Name
which is not helpful identitying the source of the search results without opening the file.
No Ability to Change Search Layout with Custom Refiners in Teams
Within SharePoint Online, it is possible to add custom search verticals with more refiners to help with search. Please refer to Manage search verticals. However, in Microsoft Teams, there is no way to configure the search options except what is provided out of the box.
The default verticals are different within Teams and SharePoint as shown in the picture below.
Filter Options
The filter options are different within Teams and SharePoint. In Teams, there is an option to filter by “Team” and “Modified by,” whereas in SharePoint, there is an additional option to sort the filter results.
Fewer Contextual Options on Files
Within SharePoint:
Feature | SharePoint | Teams | Note |
---|---|---|---|
Version history | Present | Absent | Version history is available in SharePoint but not in Teams. |
Automate | Present | Absent | Automation features are available in SharePoint but not in Teams. |
Alert Me | Present | Absent | The Alert Me feature is available in SharePoint but not in Teams. |
Make this a tab | Absent | Present | The option to make a library a tab is available in standard and private channels, but not in shared channels. |
Menu Differences
Within the menu, there are differences as well:
Feature | SharePoint | Teams |
---|---|---|
Export to Excel | Present | Absent |
Automate | Present | Absent |
Alert Me | Present | Absent |
Integrate | Present | Absent |
Manage my alerts | Present | Absent |
Library Settings
Library settings cannot be accessed and modified within Teams. End user will need to navigate to SharePoint to amend library settings.
Command set or field customizer
Any command set or field customizer created are not visible within Teams though they are visible within SharePoint. View Command Set or Field Customizer not visible in Microsoft Teams tab where there is no ETA when the fix will be available yet.
Default Open Option
The default open option for files can be set as a preference by end users with Teams and does not respect the default file open option set on the SharePoint library.
For instance, if the default open behaviour is set to open in the client application
in the SharePoint library, Teams Teams will override this setting and follow the end user’s default preference for opening a file.
Taxonomy fields associated with Document sets can not be filled within Teams
Daniel Anderson noticed that limitations with using document sets with taxonomy fields within Teams. Refer to A SharePoint and Teams Gotcha where he concluded Teams are not compatible with all SharePoint features.
Recycle bin
If a file is accidentally deleted within Microsoft Teams, unfortunately the end user will need to navigate to SharePoint Online site to access the ‘Recycle Bin’ to restore the deleted item.
View the post on Recycle Bin by Jaime Lopez Essential Recycle Bin Management Tips for SharePoint Admins
Conclusion
Understanding the differences between file collaboration features in SharePoint and Teams can help you leverage the strengths of each platform. While Teams offers seamless integration and communication, SharePoint provides more robust file management and customization options. Microsoft continues to release updates to both SharePoint and Teams, and as of February 2025, there is only partial feature parity between the two platforms. Staying informed about these differences will enable you to make the best use of each tool for your specific needs.
References
Should I store my files in Microsoft Teams or in SharePoint? An understanding of behind the scenes